Negotiated rates can be set up for Companies in order to pull that rate into a reservation for a guest associated with that company. A negotiated rate is typically a rate that has been agreed upon between your property and a company. Any guest associated with that company would be entitled to that negotiated rate.
In order to set up negotiated rates, the Guest or Company first needs to be set up under the Guest Information or Group information area.
Use the list on the left of the screen to find and select the Guest or Group you need.
With the Group Account or Guest Account screen open, click the Add/Modify Negotiated Rates icon from the toolbar to enter a negotiated rate by room type for that Company or Guest Information record.
In the Negotiated Rates screen, you can enter a different rate for some or all of the room types as appropriate. Use the All entry at the top of the list to tell the system to use this rate if a zero rate for that room type/guest info record exists. Meaning that if the room type has a zero rate, it uses the rate entered in the All field.
You can also attach a rate plan to the group and check the Use the rate plan attached to this guest as the rate check box. When this is checked, the system finds the rate plan attached to the record and uses the rate associated with that rate plan. This allows you to use the Maintain Room Rates area to set up rates based on a date range and room type and then use the Rate Rules set in the property configuration's Rate Plan screen.
Once you begin entering negotiated rates, the All field is mandatory, so that a rate will always populate when that company is selected.
NOTE: If you wish to set up rates for reference only, check the Rates are for reference purposes only check box. Use this feature when you do not wish the system to automatically update a stay's rate based on the company that is attached, but do want to list company rates as a reference. The system then allows you to enter reference rates by room type, but those rates are not used in stays that have this company attached.
When making a reservation, there is a Company field on the Dates/Nights/Persons/Rates screen that allows you to associate a Company (guest information record) that has a negotiated rate with this reservation.
NOTE: The list of companies will only show Guest Information records that have negotiated rates associated with them.
Once the company has been selected, the negotiated rates appear on the room type screen. By default, the system populates the stay’s guest type, segment, and rate type with that of the company, however, it can be modified on a per stay basis. Furthermore, the stay’s rate can still be modified from the rates screen,
Once the reservation has been saved, the attached company is visible under the Add'l Names/Services tab of the Group or Guest Stay information screen.
If you attach a company to the Add'l Names/Services tab, a message appears, confirming that the room rate has been updated with the company's negotiated rate.